Common Telephone Etiquettes
Common telephone etiquettes
Hre r some simple tips 2 follow while answering answering ur phonecals or ur own own professional calls or handling calls 4r othrs:y
Avoid using slang
alwaz speak clearly so tha the othr person can understand wat u r sayng.
Wen teansfering cals,m ke
use of phrases such as may I help u, u r welcum,and than k u,etc.
d reaciver down gently.n vr slam d phone. pi kng up dphne it is gud practice to identify ur company and urslf. sure dat u r weel versed wd d procedure for call transfer.it is good
practice to use the name of d person u rtransfering d call 2. y
adopt a pleasant tone of voice and b attenti ve.
placing a call on hold,inform d caller of d same. interrupt d caller while spea king.
4 makng a call:-
Be courteous to everyone
Identify urslf ,stating ur first and last name clearly.b clear abt d purpose of ur call. Mke
wd whom u speak.
refernce 2 nay previous contact,conversation,meeting,etc,to remind d person y u r calng. y
call it is imp 2 projesct projesct a +ve professionalism: professionalism: whether u r reci ving or mkng phone call
attitude at all tymes.especially wen usng d telpone,the old sayng datu n vr get a second chance to make a first impression applies hre. y
Wen leaving messges slow,
slow down wen u state ur phone no. dont m ke ur listener h ve
replay d mesge three times in order to writ down ur no., vry annoying and she/he maygivee up nd therefore not return ur call. 2.
Mkng effective telephone calls in short du ration:
1) Choose the right tym to call:- consider both ,cost,urgency and con vience.en callng overseas one mst
consider tym diffence. 2) Chck d no:- a gr8 deal of money is wasted each yr on dialing wrong nos. 3)
Plan ur call:-mke
a list of points nd questions 2 b raised during ur call
together any files,papers or othr information vch may b needed needed during ur
interruptions:interruptions:-call at a tym wen u r unlli kly 2 b distracted.
B)during a call: y
Be courteous nd
establish a rapport:make tym for suitable pleasantries likehow r u today
prince,did u njoy ur holiday? y
a smile in ur voice:- rembr ur caller cant c u do us e intonation to good effect ant try to
sound confident decisi ve,helpful,intersed. y
CHck ur notes:-looh bck at ur notes to esure u h ve cov erd evrythng and quote figures and
othr data correctly. y
sure d caller understands d msg correctly,especially whr deadlines abd
actions r involvd. y
Close ina +ve,courteous manner:-double chck any essential details finsh ny thanking d callr
for his patience ,time and trouble. b)
After the call: y
it bcome a habit to mke notes of all d call nd place dem in appropriate
file,wen callng professionally. y
u need to send a lettr of confirmation or inform some1 in ur org anisation
abt ant details o acal,do so immediately so dat u do not forget imp points.